Campus Reservation System instructions

Please follow these instructions for submitting your request through the campus reservation system. See timelines and requirements on the Event Scheduling page.

Campus reservation system

Accessing Reservation Template

• Sign in using your NetID and password. On a desktop, select Single Sign-On Log In at the top of the panel on the left, and on a mobile device, select Sign In.
• Select Create a Reservation. On desktop, this is on the top left of the screen next to a calendar icon, and on mobile, this is found by opening the menu on the top left corner, selecting the + Booking link on the top right.
• Select the appropriate reservation template for your event, then select book now on the right. See definitions and advance notice requirements on the Event Scheduling page.

Selecting spaces

• Enter your event date(s) and time(s), then select Search.
  • Select Recurrence if your event includes multiple dates.
• Select your requested space(s) by selecting the green plus sign next to each available space.
  • The system shows real-time availability.
  • Vertical red lines indicate your reservation’s start and end times.
  • Remember to include time for your setup and teardown.
  • The system will not allow overlapping reservations or reservations outside normal operating hours. If you need extended building hours, request times within normal operating hours and explain the extended hours request in the reservation details section.
• In the pop-up window, enter the maximum estimated attendance and select your preferred setup type, then select Add Space.
  • Only available setup types will appear for each space.
• After selecting all requested spaces, select Next Step at the top right.

Reservation details

• Enter your Event Name exactly as you would like it displayed on facility digital signage (when available).
• Select the most appropriate Event Type.
  • Conference – Larger multiple space rentals
  • Meeting – General administrative or student organizational meetings
  • Special Event – Event type for activities
  • Study Group – Individual student reservations
  • Workshop – Interactive meetings
• Select your Group.
  • Departments and Offices: Select your department or office.
  • Students: Select your student club or organization. If it is not listed, select your name and provide the organization information later in the form.
• Enter the University Primary Contact information.
  • The University Primary Contact is the primary point of contact leading up to your event. This person will coordinate with the space manager and campus services. If applicable, they will liaise with the Outside Group to ensure compliance with university and system policies and local, state, and federal laws. This person is able to make all planning decisions leading up to your event.
• Enter the University Secondary Contact information if there is a co-planner.
• Upload any Attachments, including event agendas, programs, schedules, runs of show, space plans or diagrams, and contact lists.
  • If you are hosting an Outside Group event, upload the organization’s current W-9. Upload their tax exemption form, if applicable.
• If your Group was not listed earlier, provide the name of the University club, organization, department, or office responsible for this event.
• Provide additional University contacts as needed.
  • The University On-Site Contact is the primary point of contact on-site during your event. This person will be able to make all on-site decisions.
  • The University Signing Authority is able to sign all contracts and forms related to your event. If this person will not be on-site, also provide the name, email address, and phone number for the person who is able to sign contracts and forms on-site.
  • The University Billing Contact is able to accept and pay invoices related to your event.
• Select either University Event or Outside Group Event. See further explanation on the Policy definitions page.
  • If selecting Outside Group Event, provide their business information and additional contacts as needed.
• Provide a Description of your event.
• Provide the Timeline of your event.
• Describe the requested Setup(s) of your event.
• Provide requested information about any additional features or properties of your event.
  • Select “Add/Remove” and choose from the list.
  • Answer any additional questions that may appear related to your selections.
• Provide any additional notes. This will help us process your event smoothly and avoid delays.
• Once all required information is complete, select Create Reservation.
• To review or edit your reservation later, select My Home and scroll to My Bookings.